Set-up an Intelligent Agent in D2L to Email Students who haven't accessed their course recently

How can I set up automated email in D2L?

The first step to setting up an Intelligent Agent is to set the email address you would like the automated emails to come from. You do this in Intelligent Agents Settings:

1. Navigate to the D2L Brightspace course you want to add Intelligent Agents to.

2. Click Course Admin in the course navigation bar.

4. Click the Settings gear icon in the upper right corner of the Agent List.

5. Click the circle button next to Set custom values for this course. Enter your name and email address in the text boxes. Click Save.

Note: If you leave the email on the default value, when a student replies to the system default email, desire2learn@mnsu.edu, it will create an IT Solutions Center ticket request for help.

The second step is to set up the Criteria of the Intelligent Agent:

6. Click the New button in the upper right corner of the Agent List.

7. Enter a name and description for your Agent.

8. In the 1. Criteria area select the circle button next to Users with specific roles. Check the box next to Student.

9. Still under 1. Criteria, check the box next to Course Activity.

10. Still under 1. Criteria, next to Take action when…Select the circle button next to User has not accessed course for at least… and enter the number of days you prefer.

Then you will need to set up the 2. Actions for the Intelligent Agent to take.

11. Under 2. Actions, select the circle button next to Take action every time the agent is evaluated and the agent’s criteria are satisfied for a user. This allows the notification to send as many times as required based on student activity throughout the semester.

12. Under 2. Actions, you will see Send an email option.

  • Fill in the "To" field with the Replacement String: {InitiatingUser} if you want to send an email to the student who fulfilled the criteria (E.g. didn’t access the course for three days).
  • Add a subject and an email body message.
  • To customize the greeting you can include the Replacement Strings: {InitiatingUserFirstName} {InitiatingUserLastName}
  • Use the following Replacement Strings if you would like to include information about the course name and number, e.g. SPAN 101: {OrgUnitName} {OrgUnitCode}, and student's last date of access {LasCourseAccessDate}

Additional Replacement Strings are found here: https://documentation.brightspace.com/EN/le/intelligent_agents/instructor/replace_strings_for_agents.htm

The next step is to set the 3. Schedule.

13. Set the 3. Schedule. Check the box next to Use Schedule. Click the Update Schedule button.

14. A pop-up window will appear. Select the frequency of running the Intelligent Agent, as well as start and end dates.

Note: It is recommended to set the end date at the end of the semester to avoid sending automated emails after the course has ended. Click Update.

15. Click Save and Close button.

The final step is to test the Intelligent Agent with a Practice Run.

16. To test run your Intelligent Agent without sending an email, click the arrow next to the name of the Agent, then click Practice Run. Follow the prompts. Note: It may take 2-10 minutes for an Intelligent Agent to process depending on the number of students in the course and the criteria set.

17. When the Practice Run in complete you will see a link in the column labeled "Results of Last Run." Click the link to view the results including users that fulfilled criteria and actions taken. In a Practice Run, no actions will be taken.

You can watch a video of this set-up here.

Article Id #22417
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